The Project Initiation phase is the beginning of all capital projects. The phase begins with the receipt of a Project Request form from a user group, technical group, or executive sponsor in the case of larger projects. CPD may learn of a project prior to the submittal of a request form, and may assist the submitting stakeholder in the completion of the project request form.
Once the request form is submitted, the CPD project manager will meet with the submitting stakeholders to learn more about the need that led to the submittal of the request. The CPD project manager will review the new construction site or space to be renovated with the user group and the applicable technical groups to develop basic project criteria. The project manager will then develop a preliminary, ROM project budget with the assistance of Campus Planning (benchmarks for total project cost and construction cost), ITS, DSS, and others.
The PM will draft the preliminary set of Owner's Project Requirements to the best of his/her ability to document all of the program, technical, schedule, and budgetary information. The PM will then review this information with the user group/executive sponsor and the technical groups to confirm that it accurately details the project request. The PM will then submit the OPR to CPD for later inclusion in an FY approval request for smaller projects. For larger projects, a summary of the OPR will be submitted to the Provost/CFO for approval to move to the Programming phase. If approved, large projects will receive funding equivalent to 5% of the ROM project budget estimate as the project enters the Programming phase.
| Project Controls | |
|---|---|
| Governance | |
| Organization | Executive Sponsor and User Group identified |
| Communications | Project Request received |
| Reporting |
Budget report at conclusion of phase |
| Approvals | |
| Board of Trustees | N/A |
| Capital Projects Committee | N/A |
| Provost/CFO | Approve or reject Large Projects to proceed to Programming phase |
| Funding | Large Projects - 5% funding received if project proceeds; Small projects - see FY Approval process |
| Steering Committee | N/A |
| User Group |
Approve OPR for submission |
| Procurement | |
| Economic Impact | N/A |
| Vendor Management |
N/A |
| Cost Management | |
| Budget | Prepare ROM Project Budget; Large projects- set up project in e-Builder if approved at end of phase |
| Construction Cost | Work with Campus Planning to review benchmarks, establish $/SF cost estimate |
| Cash Flow |
N/A |
| Schedule Management | |
| Project Schedule | Prepare preliminary milestone schedule |
| Regulatory/Permitting |
Meet with OCE to introduce project |
| Quality Management | |
| Design Reviews | User and Technical Groups review OPR prior to approval submittal |
| Construction Quality | N/A |
| Risk Management | |
| Project Insurance | Meet with Risk Management to discuss insurance strategy, OPPI, Builder's Risk, other project costs |
| FM Global |
N/A |
|
Program and Design Management |
|
| Program | Meet with user Group to discuss project/program goals and requirements, complete OPR |
| Planning | |
| Zoning/Planned Development | Meet with Planning to review PD considerations |
| Master Planning Considerations | Meet with Planning to analyze campus planning impacts |
| Heritage | Meet with Planning to review heritage status of proposed projects |
| Accessibility | Meet with Planning to establish preliminary Accessibility goals |
| Space Management | N/A |
| Landscaping/Sitework | Meet with Planning to discuss site considerations |
| Bird Safety | Meet with Planning to discuss bird safety considerations, if required |
| Sustainability | |
| General | Identify general sustainability goals |
| Energy | Identify preliminary EUI, if applicable |
| Engineering and Utilities | |
| Utilities | Identify new utility services needed (if any) |
| Mechanical | Meet with technical groups to develop OPR |
| Building Automation | Meet with technical groups to develop OPR |
| Electrical | Meet with technical groups to develop OPR |
| Fire Protection | Meet with technical groups to develop OPR |
| Plumbing | Meet with technical groups to develop OPR |
| Commissioning |
Meet with E&U to discuss preliminary Cx strategy |
| Operations and Maintenance | |
| Building Envelope | Meet with technical groups to develop OPR |
| Interior Finishes | Meet with technical groups to develop OPR |
| Elevators | Meet with technical groups to develop OPR |
| Technology | |
| IT Services | Develop preliminary ITS budget, including Audio-Visual |
| Security |
Develop preliminary DSS budget |
| Key Deliverables | |
| OPR | Preliminary OPR prepared by FS, submit for project approval to proceed |
| Design Documents | N/A |
| Budget | Preliminary ROM budget estimate |
| Presentations | OPR Summary presentation to Provost/CFO for project and 5% funding approval (Large Projects) |
| Contracts/Vendors | N/A |